Executive & Personal Assistant
Salary: £30,000 per year
Hours: 9:00am–6:00pm, with occasional additional evening hours where required
Job type: Full-time
Location: Based across multiple business locations in York and the surrounding area
About the role
We are looking for a highly organised, trustworthy and adaptable Executive & Personal Assistant to provide direct support to the owner of several businesses.
This is a varied role combining personal assistance, diary management, business administration and coordination across multiple business locations. The successful candidate will work closely with the owner, supporting both his personal requirements and the day-to-day administration of his businesses.
The role would suit someone who is proactive, practical and able to manage changing priorities. You must be comfortable handling confidential information, working independently and taking responsibility for tasks from initial instruction through to completion.
Regular travel between business locations will be required, so a full UK driving licence and access to a suitable vehicle are essential.
Key responsibilitiesDiary and correspondence
- Managing the owner’s personal and business diary.
- Arranging appointments, meetings and other commitments.
- Monitoring emails and correspondence, highlighting urgent matters and preparing responses where appropriate.
- Preparing schedules, reminders and follow-up actions.
- Ensuring important appointments, deadlines and commitments are not missed.
- Acting as a point of contact for selected employees, suppliers, contractors and professional advisers.
Business administration
- Providing administrative support across the owner’s businesses.
- Preparing emails, letters, reports, spreadsheets and other documents.
- Organising meetings, taking notes and following up agreed actions.
- Maintaining accurate digital and paper records.
- Gathering information and carrying out research to support business decisions.
- Liaising with accountants, solicitors, suppliers, contractors and other external contacts.
- Assisting with invoices, expenses, receipts and other basic financial administration.
- Monitoring outstanding tasks and following up with the relevant people.
- Supporting business projects, events, property matters and operational requirements.
- Helping to coordinate communication and information between the owner and managers within the businesses.
Personal assistance
- Organising personal appointments, reservations, travel and accommodation.
- Assisting with household, property and vehicle-related administration.
- Arranging deliveries, purchases, maintenance visits and other services.
- Researching and booking suitable products, services and activities.
- Completing occasional local errands and collections.
- Keeping personal records, documents and important dates organised.
- Supporting the owner with other reasonable personal and administrative tasks.
Travel and coordination
- Travelling regularly between the owner’s different business locations.
- Transporting documents, supplies or other appropriate business items between sites when required.
- Attending appointments, meetings and errands on behalf of the owner.
- Planning travel efficiently around the owner’s schedule and business priorities.
- Organising business and personal travel, including transport, accommodation and itineraries.
- Making restaurant, event and hospitality bookings.
- Preparing clear travel schedules and ensuring relevant arrangements and documents are in place.
- Responding to changes or problems with bookings when required.
Essential requirements
- A full, valid UK driving licence.
- Access to a suitable vehicle.
- The ability to travel regularly between business locations during the working day.
- Previous experience in a Personal Assistant, Executive Assistant, office administration or similarly responsible support role.
- Excellent organisational and time-management skills.
- Strong written and verbal communication.
- Confidence using email, calendars, Microsoft Office and online administration systems.
- Excellent attention to detail.
- The ability to manage several tasks at once and follow them through to completion.
- Good judgement and the ability to handle confidential information appropriately.
- Confidence working independently and making sensible decisions.
- Flexibility to undertake occasional additional travel or evening hours where required.
Personal qualities
We are looking for someone who is:
- Highly trustworthy and discreet.
- Proactive, resourceful and solutions-focused.
- Professional and dependable.
- Calm under pressure.
- Comfortable working closely with a business owner.
- Able to communicate confidently with people at all levels.
- Adaptable when plans or priorities change.
- Willing to take ownership of tasks without needing repeated reminders.
- Comfortable supporting both personal and business requirements.
- Respectful of confidentiality and professional boundaries.
Working hours
The normal working hours are 9:00am–6:00pm.
Some additional evening availability may occasionally be required. The likely frequency and arrangements for any additional hours will be discussed at interview.
How to apply
Please apply with your CV and a short covering statement explaining:
- Your previous experience in a personal, executive or administrative support role.
- Why you are interested in this position.
- Confirmation that you hold a full UK driving licence and have access to a suitable vehicle.
- Your current availability or notice period.
Pay: £30,000.00 per year
Work Location: In person
